Bill Orders Instantly at the Counter with Ferbz

Below is a step‑by‑step walkthrough of the New Sale flow, illustrated with a fictional café called Brew & Bite in Austin, Texas. Brew & Bite sells coffee, pastries, and a “Morning Combo” that includes a coffee and a croissant for $7.99. The owner, Maya, has set up an automation that sends a thank‑you WhatsApp message 2 hours after any order and a win‑back reminder if a regular hasn’t ordered in 30 days. Here’s how Maya and her barista, Luis, use Ferbz at the counter.

1. Log in to the Ferbz dashboard

   • From a tablet mounted behind the register, Luis opens the Ferbz URL and signs in with his staff credentials. The home view shows the navigation bar on the left: Dashboard, Billing, Customers, Automation, Broadcasts, Reminders, Reports.

2. Navigate to the Billing tab

   • Luis clicks Billing → New Sale. The screen displays three main panes:
     • Customer Search / Add (top left)
     • Order Builder (center)
     • Summary & Checkout (right).

3. Select or add the customer

   • Most of Brew & Bite’s traffic is repeat customers. Luis begins typing “Jenna” in the search box. The system instantly pulls up Jenna Lee, a regular who last ordered on September 1.
   • If the guest is new, Luis would click Add New Customer, fill in name, phone number, and email, then hit Save. The new profile appears in the same pane, ready for the order.

4. Build the order

   • In the Order Builder, Luis scrolls through the menu categories: Coffee, Pastries, Combos, Beverages.
   • He clicks Morning Combo (quantity 2) and Blueberry Muffin (quantity 1). Each item shows price, SKU, and a tiny inventory badge that updates in real time (the inventory module is integrated, so the badge turns red when stock is low).
   • The Summary pane updates instantly:
     • Morning Combo × 2 $15.98
     • Blueberry Muffin × 1 $2.49
     • Subtotal $18.47
     • Tax Calculated automatically based on Texas sales‑tax rules (no specific rate is displayed, only that tax is applied).
     • Total $19.95

5. Apply any discounts or loyalty credits

   • Brew & Bite runs a “Buy 5 coffees, get 1 free” loyalty card. Luis clicks Apply Loyalty → selects Jenna Lee → the system automatically deducts the free coffee value ($3.25) from the total, showing the new total of $16.70.

6. Checkout

   • Luis clicks the Checkout button. Ferbz immediately:
     • Generates a PDF receipt containing line items, tax, and total.
     • Stores the receipt in Jenna’s Customer profile under Order History with a timestamp.
     • Creates a shareable link (e.g., https://ferbz.com/receipt/abc123).

7. Deliver the receipt

   • On the same screen, Luis sees three options: Print, Email, WhatsApp.
   • He taps WhatsApp. Because Ferbz uses the official WhatsApp Business API, the system sends a message from Brew & Bite’s verified business number with the receipt link and a short note: “Thanks for stopping by! Here’s your receipt.” The message status shows Sent → Delivered → Read in real time.

8. Automation enrollment

   • As soon as the checkout completes, Ferbz checks the Automation library for any journeys that trigger on “order completes.”
   • The “Thank‑you after 2 hours” journey enrolls Jenna automatically. The Reminders board now shows a pending reminder for Jenna, scheduled for 2 hours later, with status Scheduled.

9. Verify on the Reminders board

   • Luis clicks the Reminders icon on the left navigation. The board lists:
     • Jenna Lee – Thank‑you Message – Scheduled – 2 hrs
     • Jenna Lee – Win‑back (30 days) – Not Yet Enrolled (because she ordered today).

10. Complete the transaction in the credit wallet

    • Ferbz deducts the cost of the receipt generation (a fraction of a credit) and the upcoming thank‑you reminder (1 credit) from the prepaid wallet. Luis can see the updated balance in the Dashboard header. No separate invoicing is needed.

Worked Example Summary

By following these exact clicks, Brew & Bite’s staff can ring up an order in under 45 seconds, deliver a professional receipt instantly, and start a follow‑up conversation without any manual data entry or separate marketing platform.

Time saved: Before Ferbz, Luis spent an average of 2 minutes per order typing the guest’s name into a spreadsheet, printing a paper receipt, and later copying the order into a CRM for follow‑up. With the integrated New Sale flow, the same order is completed in roughly 45 seconds—a 57 % reduction in transaction time. Over a typical 8‑hour shift with 80 orders, that’s about 1 hour and 40 minutes reclaimed for coffee preparation or customer service.

Revenue recovered: Brew & Bite’s win‑back automation targets customers who haven’t ordered in 30 days. Prior to Ferbz, the owner discovered lapsed regulars only during a monthly sales review, missing the chance to re‑engage them. After implementing the “order completes” trigger, each order automatically enrolls the guest, and the system sends a personalized WhatsApp reminder exactly when the 30‑day window closes. In the first month of use, Brew & Bite saw 12 previously inactive customers place a repeat order, generating $214.38 in additional sales—a 3.2 % lift in weekly revenue.

Fewer manual steps: The PDF receipt, shareable link, and WhatsApp delivery happen automatically. No separate point‑of‑sale printer, no manual email drafting, and no copy‑pasting of order numbers into a marketing tool. The Reminders board gives real‑time visibility of every scheduled message, eliminating “ghost” reminders that fail silently. When a reminder fails (e.g., an invalid phone number), the board flags it instantly, allowing staff to correct the contact information on the spot.

Accurate cost tracking: Because Ferbz uses a prepaid credit wallet, each receipt generation and each WhatsApp reminder deducts a known number of credits. Maya can see exactly how many credits were spent on receipts versus follow‑up messages in the Reports section, making budgeting straightforward. There’s no hidden monthly fee, and the credit consumption aligns directly with the café’s activity level.

Overall, fast counter billing for café owners transforms a fragmented, time‑intensive process into a single, seamless workflow that speeds up service, improves customer retention, and provides transparent cost control—addressing the core pain points of missed regulars, disorganized contact lists, and inconsistent promotions.

Ready to speed up counter billing and start automated follow‑ups the same minute a coffee is sold? Sign up for a free trial at https://dashboard.ferbz.com/. The onboarding wizard walks you through importing your existing customer CSV, setting up your first automation, and loading credits into your prepaid wallet. If you have any questions while configuring your café, email support@ferbz.com and a product specialist will help you get the system running in minutes.

Take the guesswork out of receipts, reminders, and repeat‑customer outreach—let Ferbz handle the back‑office so you can focus on brewing great coffee.